1.    VOLUNTEERS

This menu allows you to have access to volunteer  information and to their files. It also allows you to create new volunteer files.

You also have a short look at the main information concerning your national volunteers : the number of volunteers, the number of non cancelled files and the number of cancelled files. 

Please fill in the different search criteria that you wish to be used : name, zip code, date of birth (DD/MM/YYYY), sex, nationality, etc.

Click on    to start the search.

( To clear out the table complety, click on  )

The search results will appear on your screen, this way you have the possiblitiy of doing one of the four following actions for a given volunteer:

·            Delete :

This action allows ou to delete a volunteer file if he is not registered for any project.

If you are sure of wanting to delete the volunteer file, click on .

Otherwise, cancel.

·           Update:

This action allows you to update the information in your volunteer’s file. This icon allows you only to change his personal information, but not to change the information concerning his registration to a given project.

Please fill in the information given by the volunteer : address and phone number, date and place of birth, language knowledge, special needs, etc.

Click on

Please check the information that you have just entered and the click on again to register this file in the data base:

This file will be automatically translated in english to simplify access by your partners.

·           Registration (inscription) :      

This action allows you to find and to register a volunteer for one or several projects.

Please fill in at least the dates when your volunteer is available for a project. You can also mark if he is a camp leader, the countries that he has chosen, the type of work and the type of project he is applying to.

If you already know the project codes, please enter them in the last space.

(To choose several countries or workcamp types: CTRL + left mouse click)

Click on

The projects that correspond to your search criteria will appear on your screen.

For each of the them, the following information will appear:

·         The project code and name, the country and the date and the type of work of the project.

·         The number of available places by sex and for volunteers under 18.

·         The programme will also alert you if there is a limit to the number of volunteers from the same nationality.

Select the projects by clicking on the square « select ».

Then clik on 

The list of selected projects will appear on the left hand column. To register a volunteer for a project, the project must be transferred from left to right in the order according to the volunteer’s preference.

Please choose the project in the left hand column, click on it, and then click on  to transfer it to the right hand column. To do the reverse action, click on .

Click on

The following screen will allow you to register the volunteer : a list of fees, discounts, payiements and documents needed for the project will be presented.

Please click on the cases that correspond to the fees requested by your organisation (refer to the PROJECT menu)

Please click on the discounts applied (the programme will give you the information but will not automatically choose a discount).

The total amount to pay wil be given automatically.

In the payment frame : please fill in the different transactions linked to the payment of the project’s fees (the amount and the type of payment). You can add a comment next to each transaction.

Finally, in the last frame, please click on the document that the volunteers need to present in order to register.

Click on  to save the registration.

Otherwise, on the same screen, two other actions are possible :

·         To transfer a volunteer’s registration from one project to another.

·         To cancel a volunteer’s registration.

·         TO TRANSFER A VOLUNTEER’S REGISTRATION :

Click on :  (in the lower right hand corner of the  screen)

The search tool for the projects appears, the procedure is the same as if it were a first registration

Select the project to which you would like to transfer this volunteer and then click .

Confirm a second time your wish to cancel the first registration and to transfer it to another project.

:

Click on

·         TO CANCEL A VOLUNTEER’S REGISTRATION :

Click on  :  (in the lower left  hand corner of the  screen)

If you are sure of wishing to cancel the volunteer’s registration for this project, please confirm.

·          Read :

This action allows you to access a volunteer’s registration file, as well as to see the information concerning the project he is registered in.

You can also see the Volunteer Exchange Form in Englishe by clicking on only if the registration has not been cancelled.

To obtain more detailed information about a project, click on the project code on the registration file:

You can access all these details by clicking on .

You have also the possibility of registering several people on the same project if they wish to participate together. After registering the volunteers individually, go to one of their files and click on .

The programme will automatically search for other volunteers that have the same availabily dates, and that have chosen the same projects in the same order. The programme will give you a list of names and you must choose the names of the volunteers that wish to have a twinned registration.

Please enter the search criteria : name, date of birth, partner organization where he is coming from, sex and nationality.

Click on

As a result you have the following information related to your search criteria : the partner organisation, the volunteer’s last name, first name and sex, his date of birth, the project where he has been accepted, his e-mail, etc.

One action is available for each volunteer:

·          Read :

This action allows you to access the volunteer’s registration file (address, date and place of birth, special knowledge, his needs, etc. ) as well as the details concerning the projects and the evolution of his registration.

You can confirm the volunteer on the project by clicking  (update).

Choose the last space to confirm the volunteer’s paticipation on the project.

Click on .

Please enter the different search criteria : name, zip code, date of birth (DD/MM/YYYY), sex, nationality.

 Click on   to start the search.

( To completely clear out the table, click on )

The search results will appear on your screen.

You now have information about the volunteer : last name, first name, sex, date of birth and age, the partner organisation that organises the project and the date of registration to the project.

One action is possible :   Read  

Enter the volunteer’s last name, first name, date of birth and sex.

Click on

The registration sheet will appear on your screen if a file doesn’t already exist for the volunteer..

Fill in (in the most complete fashion) the following form : Enter the

·         Volunteer information : last name, first name, date and place of birth, sex, nationality and passport number.

·         The contact information : permanent and temporary postal address, e-mail address, phone number (including mobile)…

·         The emergency contact information

·         Handicaps or allergies

·         Language knowledge

·         His present occupation

·         How he learned about the organisation

·         Past experiences relevant to the projects.

·         If necessary an additional comment.

Click on

Please check that the information that you have just entered is correct then click  again.

Each volunteer will have a login and password to access his file on the Internet on your organisations web site. These informations will be sent to him at the same time that his registration confirmation  to your projects.